Copy writing, Editing and Video Production on Success story on MDG
Request for
Proposal (RFP)
RFP/2012/034 Date: 22
August 2012
Dear
Sir/Madam,
Subject: RFP for
the provision of Copy Writing, Editing and Video Production
1. You are requested to submit
a proposal for Documentation Of Success Stories on MDG-F Joint Programme, as
per enclosed Terms of Reference (TOR).
2. To enable you to submit a
proposal, attached are:
i.
Instructions to Offerors …………… . (Annex I)
ii.
General Conditions of Contract……. .(Annex II)
iii.
Terms of Reference (TOR)………… .(Annex III)
iv.
Proposal Submission Form …………..(Annex IV)
v.
Price Schedule ……………………….(Annex V)
vi.
Performance Security Form…………..(Annex VI) (delete if not required)
3. Your offer comprising of
technical proposal and financial proposal, in separate sealed envelopes, should
reach the following address no later than 13 September 2012
UNDP Ethiopia
Procurement Specialist
ECA Old Bldg. 6th Floor,
Africa Hall
P.O.Box 5580
Addis Ababa, Ethiopia
Tel +251 115 515177
Fax +251 115 515147
4. If you request additional
information, we would endeavor to provide information expeditiously, but any
delay in providing such information will not be considered a reason for
extending the submission date of your proposal.
5. You are requested to
acknowledge receipt of this letter and to indicate whether or not you intend to
submit a proposal.
Yours sincerely, Assefa Gebrehiwot
Annex I
Instructions to Offerors
A. Introduction
1.
General
Purpose of RFP
2.
Cost of proposal
The Offeror shall bear all costs associated with the preparation and submission of the Proposal, the UNDP will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the solicitation.
B. Solicitation Documents
3.
Contents of solicitation documents
Proposals must offer services
for the total requirement. Proposals offering only part of the requirement will
be rejected. The Offeror
is expected to examine all corresponding instructions, forms, terms and
specifications contained in the Solicitation Documents. Failure to comply with these documents will be at the
Offeror’s risk and may affect the evaluation of the Proposal.
4.
Clarification of solicitation documents
A prospective Offeror requiring any clarification of the Solicitation Documents may notify the procuring UNDP entity in writing at the organisation’s mailing address or fax number indicated in the RFP. The procuring UNDP entity will respond in writing to any request for clarification of the Solicitation Documents that it receives earlier than two weeks prior to the deadline for the submission of Proposals. Written copies of the organisation’s response (including an explanation of the query but without identifying the source of inquiry) will be sent to all prospective Offerors that has received the Solicitation Documents.
5.
Amendments of solicitation documents
At any time prior to the deadline for submission of Proposals, the procuring UNDP entity may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective Offeror, modify the Solicitation Documents by amendment.
All prospective Offerors that
have received the Solicitation Documents will be notified in writing of all
amendments to the Solicitation Documents.
In order to afford prospective
Offerors reasonable time in which to take the amendments into account in
preparing their offers, the procuring UNDP entity may, at its discretion,
extend the deadline for the submission of Proposals.
C. Preparation of Proposals
6.
Language of the proposal
The Proposals prepared by the Offeror and all correspondence and documents relating to the Proposal exchanged by the Offeror and the procuring UNDP entity shall be written in the English/French/Spanish language. Any printed literature furnished by the Offeror may be written in another language so long as accompanied by an English/French/Spanish translation of its pertinent passages in which case, for purposes of interpretation of the Proposal, the English /French /Spanish translation shall govern.
7.
Documents comprising the proposal
The Proposal shall comprise the following components:
(a) Proposal
submission form;
(b) Operational
and technical part of the Proposal, including documentation to demonstrate that
the Offeror meets all requirements;
(c) Price
schedule, completed in accordance with clauses 8 and 9;
(d) Proposal
security.
8.
Proposal form
The Offeror shall structure the operational and technical part of its Proposal as follows:
(a) Management
plan
This section should provide
corporate orientation to include the year and state/country of incorporation
and a brief description of the Offeror’s present activities. It should focus on
services related to the Proposal.
This section should also
describe the organisational unit(s) that will become responsible for the
contract, and the general management approach towards a project of this kind.
The Offeror should comment on its experience in similar projects and identify
the person(s) representing the Offeror in any future dealing with the procuring
UNDP entity.
(b) Resource
plan
This should fully explain the Offeror’s resources in terms of personnel and facilities necessary for the performance of this requirement. It should describe the Offeror’s current capabilities/facilities and any plans for their expansion.
(c) Proposed
methodology
This section should demonstrate the Offeror’s responsiveness to the specification by identifying the specific components proposed, addressing the requirements, as specified, point by point; providing a detailed description of the essential performance characteristics proposed warranty; and demonstrating how the proposed methodology meets or exceeds the specifications.
The operational and technical
part of the Proposal should not contain any pricing information whatsoever on
the services offered. Pricing information shall be separated and only contained
in the appropriate Price Schedules.
It is mandatory that the
Offeror’s Proposal numbering system corresponds with the numbering system used
in the body of this RFP. All references to descriptive material and brochures
should be included in the appropriate response paragraph, though
material/documents themselves may be provided as annexes to the
Proposal/response.
Information which the Offeror
considers proprietary, if any, should be dearly marked “proprietary” next to
the relevant part of the text and it will then be treated as such accordingly.
9.
Proposal prices
The Offeror shall indicate on an appropriate Price Schedule, an example of which is contained in these Solicitation Documents, the prices of services it proposes to supply under the contract.
10. Proposal
currencies
All prices shall be quoted in US dollars or any convertible currency.
11. Period
of validity of proposals
Proposals shall remain valid for sixty (60) days after the date of Proposal submission prescribed by the procuring UNDP entity, pursuant to the deadline clause. A Proposal valid for a shorter period may be rejected by the procuring UNDP entity on the grounds that it is non-responsive.
In exceptional circumstances, the procuring UNDP entity may solicit the Offeror’s consent to an extension of the period of validity. The request and the responses thereto shall be made in writing. An Offeror granting the request will not be required nor permitted to modify its Proposal.
12. Format
and signing of proposals
The Offeror shall prepare two
copies of the Proposal, clearly marking each “Original Proposal” and “Copy of
Proposal” as appropriate. In the event of any discrepancy between them, the
original shall govern.
The two copies of the Proposal
shall be typed or written in indelible ink and shall be signed by the Offeror
or a person or persons duly authorised to bind the Offeror to the contract. The
latter authorisation shall be indicated by written power-of-attorney
accompanying the Proposal.
A Proposal shall contain no
interlineations, erasures, or overwriting except, as necessary to correct
errors made by the Offeror, in which case such corrections shall be initialled
by the person or persons signing the Proposal.
13. Payment
UNDP shall effect payments to
the Contractor after acceptance by UNDP of the invoices submitted by the
contractor, upon achievement of the corresponding milestones.
D. Submission of Proposals
14. Sealing
and marking of proposals
The Offeror shall seal the
Proposal in one outer and two inner envelopes, as detailed below.
(a) The
outer envelope shall be:
·
addressed to –
UNDP Ethiopia
Procurement Specialist
ECA Old Bldg. 6th Floor,
Africa Hall
P.O.Box 5580
Addis Ababa, Ethiopia
Tel +251 115 515177
Fax +251 115 515147
Or
At: procurement.et@undp.org
and,
·
marked with –
“RFP/2012/034: Copy Writing, Editing & Video Production”
(b) Both
inner envelopes shall indicate the name and address of the Offeror. The first
inner envelope shall contain the information specified in Clause 8 (Proposal form) above, with the copies
duly marked “Original” and “Copy”. The second inner envelope shall include the
price schedule duly identified as such.
Note, if the inner envelopes
are not sealed and marked as per the instructions in this clause, the procuring UNDP entity will not assume responsibility
for the Proposal’s misplacement or premature opening.
15. Deadline
for submission of proposals
Proposals must be received by
the procuring UNDP entity at the address specified under clause Sealing and marking of Proposals no later 13 September 2012, 1:00 PM local time
The procuring UNDP entity may,
at its own discretion extend this deadline for the submission of Proposals by
amending the solicitation documents in accordance with clause Amendments of Solicitation Documents, in
which case all rights and obligations of the procuring UNDP entity and Offerors
previously subject to the deadline will thereafter be subject to the deadline
as extended.
16. Late
Proposals
Any Proposal received by the
procuring UNDP entity after the deadline for submission of proposals, pursuant
to clause Deadline for the submission of
proposals, will be rejected.
17. Modification and withdrawal of Proposals
The Offeror may withdraw its Proposal after the Proposal’s
submission, provided that written notice of the withdrawal is received by the
procuring UNDP entity prior to the deadline prescribed for submission of
Proposals.
The Offeror’s withdrawal notice shall be prepared, sealed, marked, and dispatched in accordance with the provisions of clause Deadline for Submission of Proposals. The withdrawal notice may also be sent by telex or fax but followed by a signed confirmation copy.
No Proposal may be modified
subsequent to the deadline for submission of proposals.
No Proposal may be withdrawn
in the Interval between the deadline for submission of proposals and the
expiration of the period of proposal validity specified by the Offeror on the
Proposal Submission Form.
E. Opening and Evaluation of Proposals
18. Opening
of proposals
The procuring entity will open
the Proposals in the presence of a Committee formed by the Head of the
procuring UNDP entity.
19. Clarification
of proposals
To assist in the examination, evaluation and comparison of Proposals, the Purchaser may at its discretion, ask the Offeror for clarification of its Proposal. The request for clarification and the response shall be in writing and no change in price or substance of the Proposal shall be sought, offered or permitted.
20. Preliminary
examination
The Purchaser will examine the Proposals to determine whether they are complete, whether any computational errors have been made, whether the documents have been properly signed, and whether the Proposals are generally in order.
Arithmetical errors will be rectified on the following basis: If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the total price shall be corrected. If the Offeror does not accept the correction of errors, its Proposal will be rejected. If there is a discrepancy between words and figures the amount in words will prevail.
Prior to the detailed evaluation, the Purchaser will determine the substantial responsiveness of each Proposal to the Request for Proposals (RFP). For purposes of these Clauses, a substantially responsive Proposal is one which conforms to all the terms and conditions of the RFP without material deviations. The Purchaser’s determination of a Proposal’s responsiveness is based on the contents of the Proposal itself without recourse to extrinsic evidence.
A Proposal determined as not
substantially responsive will be rejected by the Purchaser and may not
subsequently be made responsive by the Offeror by correction of the
non-conformity.
21. Evaluation
and comparison of proposals
A two-stage procedure is utilized in evaluating the proposals, with evaluation of the technical proposal being completed prior to any price proposal being opened and compared. The price proposal of the Proposals will be opened only for submissions that passed the minimum technical score of 70% of the obtainable score of 1000 points in the evaluation of the technical proposals.
The technical proposal is
evaluated on the basis of its responsiveness to the Term of Reference (TOR).
In the Second Stage, the price
proposal of all contractors, who have attained minimum 70% score in the
technical evaluation, will be compared.
The contractor will be awarded to the Contractor offering the highest
combined rating of 60% and 40% for technical and financial proposals
respectively.
Technical Evaluation Criteria
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Proposed Work Plan and
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500 |
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Personnel |
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20% |
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200 |
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1000 |
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F. Award of Contract
22. Award
criteria, award of contract
The procuring UNDP entity reserves the right to accept or reject any Proposal, and to annul the solicitation process and reject all Proposals at any time prior to award of contract, without thereby incurring any liability to the affected Offeror or any obligation to inform the affected Offeror or Offerors of the grounds for the Purchaser’s action
Prior to expiration of the
period of proposal validity, the procuring UNDP entity will award the contract
to the qualified Offeror whose Proposal after being evaluated is considered to
be the most responsive to the needs of the organisation and activity concerned.
23. Purchaser’s
right to vary requirements at time of award
The Purchaser reserves the right at the time of award of contract to vary the quantity of services and goods specified in the RFP without any change in price or other terms and conditions.
24. Signing
of the contract
Within 30 days of receipt of the contract the successful Offeror shall sign and date the contract and return it to the Purchaser.
25. Performance
security
Within 30 days of the receipt
of the Contract from the Purchaser, the successful Offeror shall provide the
performance security on the Performance Security Form provided in the
Solicitation Documents and in accordance with the Special Conditions of
Contract.
Failure of the successful
Offeror to comply with the requirement of Clause 24 or Clause 25 shall
constitute sufficient grounds for the annulment of the award and forfeiture of
the Proposal security if any, in which event the Purchaser may make the award
to the next lowest evaluated Offeror or call for new Proposals.
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Annex II
General Conditions of
Contract
1.
LEGAL STATUS
The Contractor shall be considered as having the legal status of an independent contractor vis-à-vis UNDP. The Contractor's personnel and sub-contractors shall not be considered in any respect as being the employees or agents of UNDP or the United Nations.
2.
SOURCE OF
INSTRUCTIONS
The Contractor shall neither seek nor accept instructions from any authority external to UNDP in connection with the performance of its services under this Contract. The Contractor shall refrain from any action which may adversely affect UNDP or the United Nations and shall fulfil its commitments with the fullest regard to the interests of UNDP.
3.
CONTRACTOR'S
RESPONSIBILITY FOR EMPLOYEES
The Contractor shall be responsible for the professional and technical competence of its employees and will select, for work under this Contract, reliable individuals who will perform effectively in the implementation of this Contract, respect the local customs, and conform to a high standard of moral and ethical conduct.
4.
ASSIGNMENT
The Contractor shall not assign, transfer, pledge or make other disposition of this Contract or any part thereof, or any of the Contractor's rights, claims or obligations under this Contract except with the prior written consent of UNDP.
5.
SUB-CONTRACTING
In the event the Contractor requires the services of sub-contractors, the Contractor shall obtain the prior written approval and clearance of UNDP for all sub-contractors. The approval of UNDP of a sub-contractor shall not relieve the Contractor of any of its obligations under this Contract. The terms of any sub-contract shall be subject to and conform with the provisions of this Contract.
6.
OFFICIALS
NOT TO BENEFIT
The Contractor warrants that no official of UNDP or the United Nations has received or will be offered by the Contractor any direct or indirect benefit arising from this Contract or the award thereof. The Contractor agrees that breach of this provision is a breach of an essential term of this Contract.
7.
INDEMNIFICATION
The Contractor shall indemnify, hold and save harmless, and defend, at its own expense, UNDP, its officials, agents, servants and employees from and against all suits, claims, demands, and liability of any nature or kind, including their costs and expenses, arising out of acts or omissions of the Contractor, or the Contractor's employees, officers, agents or sub-contractors, in the performance of this Contract. This provision shall extend, inter alia, to claims and liability in the nature of workmen's compensation, products liability and liability arising out of the use of patented inventions or devices, copyrighted material or other intellectual property by the Contractor, its employees, officers, agents, servants or sub-contractors. The obligations under this Article do not lapse upon termination of this Contract.
8.
INSURANCE
AND LIABILITIES TO THIRD PARTIES
8.1 The Contractor shall provide
and thereafter maintain insurance against all risks in respect of its property
and any equipment used for the execution of this Contract.
8.2 The Contractor shall provide
and thereafter maintain all appropriate workmen's compensation insurance, or
its equivalent, with respect to its employees to cover claims for personal
injury or death in connection with this Contract.
8.3 The Contractor shall also
provide and thereafter maintain liability insurance in an adequate amount to
cover third party claims for death or bodily injury, or loss of or damage to
property, arising from or in connection with the provision of services under
this Contract or the operation of any vehicles, boats, airplanes or other
equipment owned or leased by the Contractor or its agents, servants, employees
or sub-contractors performing work or services in connection with this
Contract.
8.4 Except for the workmen's
compensation insurance, the insurance policies under this Article shall:
(i) Name UNDP as additional
insured;
(ii) Include a waiver of
subrogation of the Contractor's rights to the insurance carrier against UNDP;
(iii) Provide that UNDP shall
receive thirty (30) days written notice from the insurers prior to any
cancellation or change of coverage.
8.5 The Contractor shall, upon
request, provide UNDP with satisfactory evidence of
the insurance required under this Article.
E. 9. ENCUMBRANCES/LIENS
The Contractor shall not cause or permit any lien, attachment or other encumbrance by any person to be placed on file or to remain on file in any public office or on file with UNDP against any monies due or to become due for any work done or materials furnished under this Contract, or by reason of any other claim or demand against the Contractor.
10. TITLE TO EQUIPMENT
Title to any equipment and supplies that may be
furnished by UNDP shall rest with UNDP and any such equipment shall be returned
to UNDP at the conclusion of this Contract or when no longer needed by the
Contractor. Such equipment, when returned to UNDP, shall be in the same condition as when delivered to the Contractor, subject to normal wear and tear. The Contractor shall be liable to compensate UNDP for equipment determined to be damaged or degraded beyond normal wear and tear.
11.
COPYRIGHT,
PATENTS AND OTHER PROPRIETARY RIGHTS
UNDP shall be entitled to all intellectual property and other proprietary rights including but not limited to patents, copyrights, and trademarks, with regard to products, or documents and other materials which bear a direct relation to or are produced or prepared or collected in consequence of or in the course of the
execution of this Contract. At the UNDP's request, the Contractor shall take all necessary steps, execute all necessary documents and generally assist in securing such proprietary rights and transferring them to UNDP in compliance with the requirements of the applicable law.
12. USE OF NAME, EMBLEM OR OFFICIAL SEAL OF UNDP
OR THE UNITED NATIONS
The Contractor shall not advertise or otherwise make public the fact that it is a Contractor with UNDP, nor shall the Contractor, in any manner whatsoever use the name, emblem or official seal of UNDP or the United Nations, or any abbreviation of the name of UNDP or the United Nations in connection with its business or otherwise.
13. CONFIDENTIAL NATURE OF DOCUMENTS AND
INFORMATION
13.1
All maps, drawings, photographs, mosaics, plans, reports,
recommendations, estimates, documents and all other data compiled by or
received by the Contractor under this Contract shall be the property of UNDP,
shall be treated as confidential and shall be delivered only to UNDP authorized
officials on completion of work under this Contract.
13.2
The Contractor may not communicate at any time to any other person,
Government or authority external to UNDP, any information known to it by reason
of its association with UNDP which has not been made public except with the
authorization of UNDP; nor shall the Contractor at any time use such
information to private advantage. These obligations do not lapse upon
termination of this Contract.
14. FORCE MAJEURE; OTHER
CHANGES IN CONDITIONS
14.1
Force majeure, as used in this Article, means acts of God, war (whether
declared or not), invasion, revolution, insurrection, or other acts of a
similar nature or force which are beyond the control of the Parties.
14.2
In the event of and as soon as possible after the occurrence of any
cause constituting force majeure, the Contractor shall give notice and full
particulars in writing to UNDP, of such occurrence or change if the Contractor
is thereby rendered unable, wholly or in part, to perform its obligations and
meet its responsibilities under this Contract. The Contractor shall also notify
UNDP of any other changes in conditions or the occurrence of any event which
interferes or threatens to interfere with its performance of this Contract. The
notice shall include steps proposed by the Contractor to be taken including any
reasonable alternative means for performance that is not prevented by force
majeure. On receipt of the notice required under this Article, UNDP shall take
such action as, in its sole discretion, it considers to be appropriate or
necessary in the circumstances, including the granting to the Contractor of a
reasonable extension of time in which to perform its obligations under this
Contract.
14.3
If the Contractor is rendered permanently unable, wholly, or in part,
by reason of force majeure to perform its obligations and meet its
responsibilities under this Contract, UNDP shall have the right to suspend or
terminate this Contract on the same terms and conditions as are provided for in
Article 15, "Termination", except that the period of notice shall be
seven (7) days instead of thirty (30) days.
15. TERMINATION
15.1
Either party may terminate this Contract for cause, in whole or in
part, upon thirty days notice, in writing, to the other party. The initiation
of arbitral proceedings in accordance with Article 16 "Settlement of
Disputes" below shall not be deemed a termination of this Contract.
15.2
UNDP reserves the right to terminate without cause this Contract at any
time upon 15 days prior written notice to the Contractor, in which case UNDP
shall reimburse the Contractor for all reasonable costs incurred by the
Contractor prior to receipt of the notice of termination.
15.3
In the event of any termination by UNDP under this Article, no payment
shall be due from UNDP to the Contractor except for work and services
satisfactorily performed in conformity with the express terms of this Contract.
The Contractor shall take immediate steps to terminate the work and services in
a prompt and orderly manner and to minimize losses and further expenditures.
15.4
Should the Contractor be adjudged bankrupt, or be liquidated or become
insolvent, or should the Contractor make an assignment for the benefit of its
creditors, or should a Receiver be appointed on account of the insolvency of the Contractor, UNDP may, without
prejudice to any other right or remedy it may have, terminate this Contract
forthwith. The Contractor shall immediately inform UNDP of the occurrence of
any of the above events.
16. SETTLEMENT OF DISPUTES
16.1.
Amicable Settlement
The Parties shall use their best efforts to settle
amicably any dispute, controversy or claim arising out of, or relating to this
Contract or the breach, termination or invalidity thereof. Where the parties
wish to seek such an amicable settlement through conciliation, the conciliation
shall take place in accordance with the UNCITRAL
Conciliation Rules then obtaining, or according to
such other procedure as may be agreed between the parties.
16.2.
Arbitration
Unless, any such dispute, controversy or claim
between the Parties arising out of or relating to this Contract or the breach,
termination or invalidity thereof is settled amicably under the preceding
paragraph of this Article within sixty (60) days after receipt by one Party of
the other Party's request for such amicable settlement, such
dispute, controversy or claim shall be referred by
either Party to arbitration in accordance with the UNCITRAL Arbitration Rules
then obtaining, including its provisions on applicable law. The arbitral
tribunal shall have no authority to award punitive damages. The Parties shall
be bound by any arbitration award rendered as a
result of such arbitration as the final adjudication
of any such controversy, claim or dispute.
PRIVILEGES AND IMMUNITIES
Nothing in or relating to this Contract shall be deemed a waiver, express or implied, of any of the privileges and immunities of the United Nations, including its subsidiary organs.
TAX EXEMPTION
18.1
Section 7 of the Convention on the Privileges and Immunities of the
United Nations provides, inter-alia, that the United Nations, including its
subsidiary organs, is exempt from all direct taxes, except charges for public
utility services, and is exempt from customs duties and charges of a similar
nature in respect of articles imported or exported for its official use. In the
event any governmental authority refuses to recognize the United Nations
exemption from such taxes, duties or charges, the Contractor shall immediately
consult with UNDP to determine a mutually acceptable procedure.
18.2
Accordingly, the Contractor authorizes UNDP to deduct from the
Contractor's invoice any amount representing such taxes, duties or charges,
unless the Contractor has consulted with UNDP before the payment thereof and
UNDP has, in each instance, specifically authorized the Contractor to pay such
taxes, duties or charges under protest. In that event, the Contractor shall
provide UNDP with written evidence that payment of such taxes, duties or
charges has been made and appropriately authorized.
MINES
20.1The Contractor represents
and warrants that neither it nor any of its suppliers is actively and directly
engaged in patent activities, development, assembly, production, trade or
manufacture of mines or in such activities in respect of components primarily utilized in
the manufacture of Mines. The term "Mines" means those devices
defined in Article 2, Paragraphs 1, 4 and 5 of Protocol II annexed to the
Convention on Prohibitions and Restrictions on the Use of Certain Conventional
Weapons Which May Be Deemed to Be Excessively Injurious or to Have
Indiscriminate Effects of 1980.
20.2Any breach of this representation and
warranty shall entitle UNDP to terminate this Contract immediately upon notice
to the Contractor, without any liability for termination charges or any other
liability of any kind of UNDP.
OBSERVANCE OF THE LAW
The Contractor shall comply with all laws, ordinances, rules, and regulations bearing upon the performance of its obligations under the terms of this Contract.
AUTHORITY TO MODIFY
No modification or change in this Contract, no waiver of any of its provisions or any additional contractual relationship of any kind with the Contractor shall be valid and enforceable against UNDP unless provided by
an amendment to this Contract signed by the authorized official of UNDP.
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Terms of
Reference
(TOR)
Documentation
of
Success
stories on MDG-F Joint programmes
1.
Overall
background
The MDG Achievement Fund (MDG-F) is an
international cooperation mechanism aiming at accelerating progress on the
Millennium Development Goals (MDGs) worldwide while supporting UN
reform efforts at the country level.
The MDG-F supports national governments,
local authorities and civil society organizations in their efforts to tackle
poverty and inequality by:
- Supporting policies and programmes that
promise significant and measurable impact on the MDGs;
- Financing the piloting and/or scaling-up
of successful models;
- Catalysing innovations in development
practice; and
- Adopting mechanisms that improve the
quality of aid as foreseen in the Paris Declaration on Aid Effectiveness.
More information on the MDG Achievement Fund can be accessed
through: www.mdgfund.org
2.
Context
Ethiopia is the largest beneficiary of the
MDG Achievement Fund (MDG-F) in the African continent (and the fifth worldwide)
with a total of five approved Joint Programmes which the UN prepared in close
collaboration with the Government of Ethiopia.
The five joint programmes are worth a
total of US$26.5M and address the areas of Environment, Gender, Culture,
Children, Food Security and Nutrition, and Development and the Private sector. The five MDG-F Joint Programmes, at different
stages of implementation, are an integral part of the One Program that the UN
system in Ethiopia has developed in the context of the Delivering as One UN
Reform. In the JPs, there are 10 UN participating agencies: FAO, ILO, UNDP,
UNEP, UNESCO, UNFPA, UNICEF, UNIDO, WFP and WHO.
The overall coordination of the MDG-F
programmes is ensured by the UN Resident Coordinator through the Resident
Coordinator Office (RCO).
The MDG-F funded programmes in Ethiopia
have reached a critical point, as they have now all passed half of their
lifespan and have undertaken their Mid Term Evaluations. The UN
Ethiopia is keen to efficiently position itself for maximum delivery of the
MDG-F joint programmes’ outcomes, and enhance partnerships through effectively
demonstrating its comparative advantage and areas of expertise to all
stakeholders, including the general public.
Based on current evidence
that communicating results and changes achieved through the implementation of
the MDG-F programmes has been sub-optimal, the Resident Coordinator Office is
seeking the services of a qualified company to undertake the copy-writing,
editing, design, layout of a high end communication product to highlight the
contribution of the MDG-F in Ethiopia including a compilation of different success
stories from the different Joint Programmes,
the common thread being how Joint Programmes have transformed
beneficaries’ lives. Additionally, it is expected that a dissemination plan for
the materials will be produced.
3. Objective of
the assignment
The main task of this assignment is to document
good practices and success stories of the
five joint programmes in order to record the positive outcomes resulted
from the support of the MDG-F.
The output should be one, integrated
product that tells the ‘story’ of these programmes, the people they are
touching and how these people are creating lasting change in their lives and
their communities. Ultimately, the communication product should be a tool for
creating awareness and understanding among partners and donors about what has
been done and what has been achieved. It should also inspire donors to continue
their support to the critical areas in which these programmes are working.
4. Scope of work
Three main expected tasks from the consultant/team are as follows:
4.1 Capturing and
documenting success stories;
Collect success stories and good
practices and document them in a way to promote experience sharing and lessons
learning
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This will include extensive literature
review of programme documents, progress reports, etc..
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Consultations and interviews with main
stakeholders and participants in the programmes.
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Field work in the areas of programme
implementation: SNNPR, Oromiya, Amhara, Afar and Tigray. Costs related to field
work should be included in the financial proposal
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Audiovisual documentation is also
expected.
Some of the Joint programmes have
already identified and well documented success stories. Therefore it is
expected that the consultant/team will build on these existing stories instead
of developing new ones.
4.2 Producing the
communication material
Produce the communication product that captures the objectives and
achievements of MDG Achievement Fund in Ethiopia as well as key success stories
of change from the five joint programmes under implementation in two formats:
a)
Copy writing & Editing
one publication on the MDG
Achievement Fund in Ethiopia
A maximum of 32 pages booklet
-
with high resolution professionally
composed photos that presents an
engaging look at what the programmes do and what has been achieved;
-
Professionally written engaging text
b)
Video
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A short video (8-10 mins) that mirrors the
publication, and is shot at the same time as the interviews and research for
the booklet is carried out. The video should be submitted in broadcast quality
and web upload version.
c)
Design and Layout
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Original layout & design for the
publication mentioned above
4.3 Design of
dissemination plan
Devise a communications plan that utilizes the
booklet, video (and the information/ stories they contain) in a concerted effort. This would involve
working with the programme officers to identify events, distribution channels
(e.g. websites, social media) and media opportunities (nationally, regionally
and possibly internationally) to utilize the products and ultimately
communicate the message in an exciting
way that gives people a sense that something new is being communicated about a
series of programmes that have made a difference.
5. Deliverables
1-
One Booklet:
Camera ready
28-32 pages booklet (proposed range)
Full colour
2-
One Video:
8-10 mins
Broadcast quality and web upload version
3-
Dissemination Plan: Written report with clear recommendations on best
dissemina
All products
must be delivered within 6 weeks of selected company signing a contract for the
job with UNDP.
V. Qualification:
-
Extensive experience in reporting and documenting results and
success stories
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Strong proven track record in producing high end photojournalistic
publications and videos in the field of communication for development. Previous
experience of providing similar publications services for UN agencies is a
plus.
-
Interested candidates are invited to submit their price quotations,
company profile, at least three samples of previous high end publications (soft
copy or weblink to the publications), and CVs of staff that would work on the
assignment to Procurement Unit, UNDP Ethiopia, P.O. Box 5580/Addis
Ababa.
N.B. The
financial and technical proposals must be submitted separately.
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Annex IV
PROPOSAL SUBMISSION FORM
Dear Sir / Madam,
Having examined the Solicitation Documents, the receipt
of which is hereby duly acknowledged, we, the undersigned, offer to provide
Professional Consulting services (profession/activity for
Project/programme/office) for the sum as may be
ascertained in accordance with the Price Schedule attached herewith and made
part of this Proposal.
We undertake, if our Proposal is accepted, to commence
and complete delivery of all services specified in the contract within the time
frame stipulated.
We agree to abide by this Proposal for a period of 120
days from the date fixed for opening of
Proposals in the Invitation for Proposal, and it shall
remain binding upon us and may be accepted at any time before the expiration of
that period.
We understand that you are not bound to accept any
Proposal you may receive.
Dated this day /month of
year
F. Signature
(In
the capacity of)
Duly authorized to sign Proposal for and on behalf of
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Annex V
PRICE SCHEDULE
The Contractor is asked to prepare the Price Schedule as
a separate envelope from the rest of the RFP response as indicated in Section D paragraph 14 (b) of the Instruction to Offerors.
All prices/rates quoted must be exclusive of all taxes,
since the UNDP is exempt from taxes as detailed in Section II, Clause 18. ’
The Price Schedule must provide a detailed cost
breakdown. Provide separate figures for each functional grouping or category.
Estimates for cost-reimbursable items, if any, such as
travel, and out of pocket expenses should be listed separately.
In case of an equipment component to the service
provided, the Price Schedule should include figures for both purchase and
lease/rent options. The UNDP reserves the option to either lease/rent or
purchase outright the equipment through the Contractor.
The format shown on the following pages should be used
in preparing the price schedule. The format includes specific expenditures,
which may or may not be required or applicable but are indicated to serve as
examples.
In addition to the hard copy, if possible please also
provide the information on diskette (IBM compatible).
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Annex VI |
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PERFORMANCE
SECURITY FORM
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To: UNDP
WHEREAS [name and address of Contractor] (hereinafter called “the
Contractor”) has undertaken, in pursuance of Contract No. ……………. dated ………. ,
to execute Services ……………..
(hereinafter called “the Contract”):
AND WHEREAS it has been
stipulated by you in the said Contract that the Contractor shall furnish you
with a Bank Guarantee by a recognised bank for the sum specified therein as
security for compliance with his obligations in accordance with the Contract:
AND WHEREAS we have agreed to
give the Contractor such a Bank Guarantee:
NOW THEREFORE we hereby affirm
that we are the Guarantor and responsible to you, on behalf of the Contractor,
up to a total of [amount of guarantee]
[in words], such sum being payable in
the types and proportions of currencies in which the Contract Price is payable,
and we undertake to pay you, upon your first written demand and without cavil
or argument, any sum or sums within the limits of [amount of guarantee as aforesaid] without your needing to prove or
to show grounds or reasons for your demand for the sum specified therein.
The guarantee shall be valid
until a date 30 days from the date of issue of a satisfactory certificate of
inspection and testing by the procuring UN entity.
H. SIGNATURE AND SEAL OF THE GUARANTOR
Date
......................................................................................................................
Name of Bank
.........................................................................................................
Address
.................................................................................................................
Important Notice
The
use of UNDP’s name and logo without UNDP consent is inappropriate. UNDP
strongly recommends that people who receive solicitations to apply for
positions or engage in procurement processes exercise caution to ensure
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Related queries
can be sent through scam.alert.et@undp.org.
Procurement Unit, UNDP Ethiopia, ECA
Compound Old Build. Reference No:
Fax: 251 11 5514599 / 5515147 / P. O.
Box 5580, Addis Ababa, Ethiopia